Team Administrator, Communities and Events

About TOPRA

TOPRA (The Organisation for Professionals in Regulatory Affairs) was established in 1978 and is a Professional membership organisation of Regulatory Affairs. TOPRA's membership body consists of individuals within healthcare (i.e., pharmaceutical, biotech, or health technology). The industry is responsible for regulating the manufacturing, distribution, and usage, of specific healthcare interventions and to ensure this complies with strict laws and regulations for those who work in healthcare.

TOPRA supports its members with training, development, and education and improves professional competence while setting standards for those who work in Regulatory Affairs. TOPRA provides networking and learning opportunities for its members and discussions on best practices through workshops, seminars, conferences, symposiums, etc.

Job Summary

The Team Administrator for Communities and Events provide administrative support for TOPRA's community networks and member engagement activities. Reporting to the Communities & Events Manager, the Team Administrator will help support the team to deliver an active programme of member and volunteer-led activities, including SPINs (Special Interest Networks), INs (International Networks), webinars, networking sessions, and other events. These will be used to foster connection, professional exchange, and participation across the TOPRA community.

This is a hands-on role requiring excellent administrative and organisational skills, attention to detail, and a friendly, professional approach to working with members, volunteers, and colleagues. The ideal candidate will be a strong communicator who enjoys administration, event coordination, relationship-building, and seeing ideas come to life through great planning and teamwork.

Key Responsibilities

1. Community Support and Coordination

• Provide administrative and logistical support for TOPRA's SPINs and INs, including scheduling meetings, preparing (agendas and minutes) materials, and updating membership lists.

• Maintain up-to-date records of community activities, attendance, and feedback.

• Support the Co-ordinators with the onboarding and communication of volunteer Chairs and committees.

• Support the Coordinators with webinar and hybrid event setup such as managing attendee lists

• Act as a point of contact for SPIN/IN enquiries.

2. Event Administration and Delivery

• Support the planning and delivery of events including member networking sessions, community meetings, and other engagement activities.

• Coordinate event logistics such as catering, materials, and delegate communication.

• Provide administrative and logistical support to volunteer working group activities and their development of, for example, event programmes.

• Provide administrative and logistical support to the Communities and Events Manager in the organisation and delivery of the event project management activities and meetings. This will require liaison with teams across the organisation, and with external suppliers supporting activities, such as event logistics.

• Handle event enquiries professionally and promptly.

• Prepare and distribute event evaluation forms and collate feedback for analysis.

3. Operational and Data Management

• Maintain accurate records of members, events, and community activities in the organisation's CRM and event management systems.

• Assist with event budgeting by processing invoices, monitoring costs, and maintaining financial records.

• Assist with collating routine reports on event attendance and community activity for internal use.

• Ensure compliance with GDPR and internal data protection policies.

• Support continuous improvement by suggesting practical enhancements to processes and workflows.

4. Collaboration and Team Support

• Work closely with the Communities & Events Co-ordinators and the Communities and Events Manager to provide team admin support and deliver the annual calendar of activities and events.

• Collaborate with colleagues across Marketing, Membership, and Professional Development to ensure joined-up communication and consistent member experience.

• Contribute ideas to improve engagement, streamline event delivery, and strengthen the value of TOPRA's community network.

• Represent TOPRA professionally in all member and partner interactions, demonstrating enthusiasm and commitment to high standards of service.

Qualifications and Skills

Essential

• Experience providing administrative, project management or operational support in events, membership, or professional services.

• Excellent admin and organisational skills and attention to detail.

• Strong written and verbal communication skills with a professional, approachable manner.

• Ability to manage multiple tasks and deadlines effectively.

• Collaborative team player who enjoys working with others and contributing ideas.

• Positive attitude and willingness to learn and take on new challenges.

Desirable

• Experience working within a membership organisation, professional body, or not-for-profit setting would be a distinct advantage but is not essential.

• Familiarity with CRM systems and/or digital marketing tools.

• Experience supporting virtual or hybrid events.

• Understanding of the healthcare, life sciences, or regulatory affairs sectors.

Key Competencies

• Team Player: Works collaboratively with colleagues at all levels, contributing to a positive and supportive team environment

• Approachable and Engaging: Builds constructive relationships internally and externally, with a friendly and professional manner

• Creative and Open-minded: Thinks innovatively, contributes new ideas, and is confident to share suggestions while remaining receptive to feedback and direction

• Communication: Professional and confident communicator, written and verbal

• Teamwork: Works collaboratively, supports colleagues, and contributes positively to team success

• Attention to Detail: Delivers high-quality work and ensures accuracy in all tasks

• Member Focus: Provides a friendly, helpful, and responsive service to members and volunteers

• Adaptability: Comfortable working flexibly in a fast-paced environment

• Initiative: Takes ownership of tasks and contributes ideas for improvement

• Collaboration: Builds positive working relationships and works effectively across departments

• Innovation: Seeks creative ways to improve member engagement and event experiences

• Organisation: Plans, prioritises, and executes multiple projects with accuracy and efficiency

• Communication: Clear, confident communicator with excellent interpersonal skills

• Member Focus: Understands member needs and strives to deliver high-quality, relevant experiences

• Adaptability: Thrives in a fast-paced environment and responds positively to change

• Professionalism: Represents TOPRA with integrity and enthusiasm

TOPRA is committed to equality of opportunity. Anyone will be considered for a role within our organisation, and we welcome applications from all candidates, regardless of background. Please note that candidates will be required to provide proof of their right to work in the UK by the start of their employment.

What We Offer

• Competitive salary, along with an attractive benefits package, including 26 days holiday plus Company closure days (normally 3 days) between 25th and 31st December, hybrid working policy (2 days a week in the office), 5% employer pension contribution, and life assurance.

• A collaborative, supportive working environment committed to excellence in regulatory affairs training.

• The chance to make a meaningful impact by shaping future leaders in regulatory affairs.

Application Process

Interested candidates should submit their CV and a cover letter detailing their experience and suitability for the role to

Closing Date: 6 February 2026